School Student Services Secretary

ESSENTIAL FUNCTIONS include the following. Other duties may be assigned.

1. Serve as secretary for the Student Services Department, which includes working as the receptionist for the Counseling Department.
2. Input data for the counselors as needed.
3. Request transcripts of academic and health records for all new students when applicable.
4. Send transcripts to the forwarding school when a student transfers.
5. Process paperwork and procedures for all withdrawals.
6. Responsible for maintenance of students’ permanent records, including proof of residency and guardianship papers when applicable.
7. Prepare and enter into PowerSchool changes to student demographic information.
8. Assist guardians with Parent PowerSchool setup.
9. Prepare and maintain a list of transfer enrollment students.
10. Assist Attendance Secretary with ADM reporting process.
11. Assist with the preparation and distribution of grade cards.
12. Help prepare, sort, and distribute Honor Roll lists and ribbons at the end of each grading period.
13. Type up all quarterly and year end award recognition certificates.
14. Process requests from official agencies seeking students’ demographic information.
15. Assist administrators with ILEARN preparation and administration.
16. Maintain a calendar of events for the Student Services Department.
17. Secure conference room for any outside agency meetings. Appropriate documentation will be required for the meeting to take place.
18. When homework assignments are requested for absent students, assist in the collection of materials and prepare for the pickup of materials after school.
19. Coordinate the ARMS program.
20. Coordinate and schedule the PASS program.
21. Coordinate and schedule staff for after school detentions.
22. Coordinate the schedule and passes for Stable Grounds.
23. Assist with Cultivate Food Distribution Program.
24. Assist counselors with any field trips including permission slip forms.
25. Support the Athletic Director with miscellaneous tasks, including typing up sports awards.
26. Support Back to School Nights and Parent Teacher Conferences.
27. Acknowledge student birthdays with daily emails on behalf of the counselors.
28. Pull special reports from PowerSchool supporting principals, counselors, and teachers.
29. Assist students with computer password resets.
30. Assist with new student orientation including identifying new student hosts. Responsible for reaching out to families with all new student start information.

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:

Four-year college degree. Two to four years related experience and/or training.

LANGUAGE SKILLS:

Ability to read and interpret documents such as safety rules, operating and maintenance

instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of athletes, school officials, parents, and the press.

MATHEMATICAL SKILL:

Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

REASONING ABILITY:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

LICENSE OR CERTIFICATION:

Must hold a valid Indiana teaching license and driver’s license.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand, walk, sit, use hands to finger, handle, or feel objects, tools, or controls, and reach with hands and arms. The employee must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.  The employee should be able to use the following machines, tools, equipment, and work aids which may be representative, but not all inclusive, of those commonly associated with this type of work: computer, technology, cell phone, scheduling technology, 2-way radios, recording equipment, projector, public address system, tape recorder, charts, diagrams, examinations, manuals, maps, publications, reference books, and social media.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The noise level in the work environment is usually loud.

TERMS OF EMPLOYMENT:

197 days per school year. Salaried position with the salary determined by the School Board.

EVALUATION:

To be evaluated annually by the middle school principal.

Salary : $15 - $19